Exhibition Checklist
Artist Lecture Checklist
Performance Checklist
Screening Checklist
Press Checklist
EXHIBITION CHECKLIST
Once you have secured a venue for your exhibition, make sure you understand the following: (print out a copy and then check off the appropriate boxes, or fill out the Exhibition layout)
(Choose the questions that are applicable to your project and the venue)
Name of Exhibition:
Venue:
Dates for the exhibition:
Date and time of the opening reception:
Who is the main contact person for the venue:
When can you sign the contract, or loan form:
If work is sold, what is the commission for the venue:
What is the honorarium or artist’s fee:
Who pays for shipping, insurance, reception costs:
What are the responsibilities of the venue or gallery:
What are your responsibilities as the artist:
Who pays for shipping, insurance, reception costs and invitations:
Is there a floor plan for the space? If so, where is it located?:
When are the installation dates:
What are the installation procedures:
Who installs the work:
What tools are available for installation:
Who designs and mails the announcement:
If the gallery designs and mails announcement,
What is the deadline for information from the artist:
Who pays for the announcements and the mailing:
What is the deadline for information needed for the press release and other publicity:
Does the venue have an e-mailing list for announcements:
How many invitations will you receive as the artist:
What equipment and technical support is available:
Are there issues with electrical outlets and extension cord routes:
EXHIBITION TIMELINE
3 months before the show opens
Sign agreement with exhibition venue detailing dates, commissions, and any relevant information listed above.
Write up a budget for your project.
Plan any new work that needs to be made.
Make sure your mailing list is updated and ready to go.
Do a layout of the installation of your show, using a map if helpful.
Make sure you have a contract if possible.
Photograph any works that are finished.
Send publicity to magazines.
Check the press release for accurate information or write it yourself.
Organize publicity packets and Include a copy of the announcement if available. Images can be included, or make sure to state that images are available.
6 weeks before the show opens
Design your announcements or work with a graphic designer.
Check all spelling and use the announcement checklist to make sure you have included all the necessary information. Be sure that the reader will understand the difference between when the show opens, and when the opening reception is.
Get bids from printers.
Print announcement.
Announcement Contents Checklist
Title of show.
Dates of show.
Hours the show will be open to the public.
Date and time of opening reception.
Venue and address, phone number, E-mail and Web site information.
Directions if needed.
Parking info if needed.
Acknowledgments.
If the space is wheelchair accessible, note this on the invite.
List of artists in the show, or your name.
Be sure there is room for the label or address, and the stamp or nonprofit indicia.
4 weeks before the show opens
Recruit people to help with the reception: bartenders, parking attendants, ticket takers, and gallery sitters, etc. if needed.
Distribute publicity (announcements, flyers etc.).
Mail announcements if using bulk mail.
Mail press releases to newspapers, weekly publications, reviewers and radio stations.
Make a checklist of those things you need to do to finish the work. (framing, installation hardware, painting walls in gallery, etc.).
Send a save-the-date invite to your e-mailing list.
3 weeks before the show opens
Make sure your artwork is ready to install.
Go over any special requirements with the venue to make sure you are in agreement with the site management.
Arrange for photographer or videographer to document the work or performance at the exhibition site.
Design and order any exhibition signage you will need.
Mail announcements if using first class mail.
Send press releases to broadcast media.
Assemble and mail press packets to special writers and publications. (see press section)
2 weeks before the show opens
Make calls to calendar listings managers to make sure your event will be listed.
Make phone calls to arts writers and invite them to the show or event.
Create Facebook / Myspace Event invitation and invite your friends.
Schedule installation and/or performance rehearsals.
Design and print any handouts, exhibition checklist, price lists, artist’s statements, programs etc.
E-mail announcement to your e-mailing list. Be sure to put your e-mail addresses in the BCC area of your E-mail so your reader does not have to scroll through all those E-mail addresses to read your information and private E-mails are not made public
If you send an image as an attachment or inclusion, make sure it is the smallest size (both in size and resolution), which you think you can get away with.
Including the information in the e-mail, instead of requiring the reader to click a link, will ensure that they read it more often than having to go to a link.
1 week before the show opens
Make sure all supplementary materials are printed or in a binder. Resume, artist’s statement, price lists, reviews, guest sign in sheets, etc.
Make sure the venue is ready for you to install the work, and do so if needed.
Print, mount and install any labels needed.
Install exhibition signage.
2 days before the show opens
Set or adjust lighting.
Patch and paint any walls or surfaces.
Set up guest book and supplementary information.
Get your reception supplies that don’t require refrigeration.
Test all equipment and do any rehearsals necessary.
Send a very brief reminder email to your email list about the opening.
Take any clothes you plan to wear to the opening to the dry cleaners if necessary.
Opening day of the show
Buy any reception supplies requiring refrigeration. Don’t forget the ice.
Check to make sure everything is installed and working.
Show up on time to the reception.
Call any special friends or writers to remind them about the show.
During the run of the show
Document the show with slides, video, or digital images early, in case you need to re-shoot the images.
Make any appointments with curators or writers at the venue.
Week before closing
If you plan a closing reception send reminder emails.
Send reminder emails about the last chance to see the show.
After the show
Send any thank-you notes to those who volunteered.
Send letters to those who donated money or in-kind services to your show, including a 501(c)(3) letter if needed for a tax deduction.
De-install the show, making sure that the space is returned to its original condition if required.
Make sure your show is taken down in time for the next person to install.
ARTIST LECTURE CHECKLIST
Once you have secured a venue for your lecture, make sure you understand the following: (print out a copy and then check off the appropriate boxes)
(Choose the questions that are applicable to your project and the venue)
( ) Date and time for the lecture:
( ) Venue Location:
( ) Who is the main contact person for the venue:
( ) What is the honorarium or artist‘s fee:
( ) When can you sign the contract:
( ) Who is your audience:
( ) How long are you expected to talk:
( ) Is the venue set up for questions from the audience:
( ) What are the responsibilities of the venue or gallery:
( ) What are your responsibilities as the artist:
( ) What are the particular issues the venue expects you to address:
( ) Is there a stage or lectern:
( ) Microphone or amplification:
( ) Does the venue have an e-mailing list for announcements:
( ) Who designs and mails the announcement:
( ) If the venue does, what is the deadline for information from the artist:
( ) How many invitations will you receive as the artist:
( ) What is the deadline for information needed for the press release and other publicity:
( ) What equipment and technical support is available:
( ) Is there back-up equipment:
Things to Consider When Giving a Lecture
Talking Points:
• Your background, including any pertinent information that has influenced your work.
• Your influences, such as other artists, events, elements of popular culture, etc.
• The materials you use, and any special techniques. How do the materials lend to the content of the work?
• The content of the work, where your ideas come from, and sources of imagery.
• Describe the evolution of your work, and the history of your ideas.
• Who the audience for your work is, and how you would like your audience to respond to the work.
• Do NOT face the screen when describing your work, face your audience.
• Be enthusiastic and enjoy the presentation. Connect with your full audience by making eye contact throughout the room, including those sitting in the back.
• Project your voice. If you have a quiet voice, request a microphone.
• When presenting the work, the audience likes to know what they are looking at, so include the title, date made, materials and other pertinent information.
Preparation:
• Consider making an outline for your talk. You can set it up in various ways, such as chronologically, thematically, or as a narrative.
• Be selective about the amount of work you will show. If you are showing images, don’t overload your audience with too many.
• You should probably keep the talk down to an hour and a half at the most, and make sure this includes time for questions.
• If you are new to this, it may be a good idea to do a practice session, and run through your presentation materials.
• If you are showing images, check that all your images by projecting them if at all possible. It is embarrassing when you have upside down images during your talk. (see information on slide labeling).
• If you are projecting a PowerPoint presentation make sure you have a backup burned on a CD and/or a flash drive.
• Make sure you have all the necessary cords needed to connect your computer to the host institution’s projector (if applicable).
• Print two copies of your talking points and bring them to the venue.
• Make sure the presentation will work on the host institution’s computer.
• Make sure you prepare for a wide range of questions, including those that you find difficult to answer.
Other tips:
• Be yourself, and talk with an authentic tone of voice.
• You know your work best, so be truthful and enthusiastic.
• Sometimes it is useful to mingle with your audience before the talk. It sets the tone, and makes you accessible to your audience. Making connections with your audience is important.
• If you are nervous, don’t let it get to you. You might admit your nervousness to the audience, as it tends to make them very sympathetic and generous.
• Be sure to allow your audience to ask questions, during and/or after your talk.
• Create an atmosphere where there is an exchange with your audience.
• Thank the audience for coming, and thank the hosts.
Day of the lecture
( ) Check to make sure the equipment is working.
( ) Make sure your media is in working order, and your images are loaded correctly.
( ) Having your own slide tray OR DVD preloaded is important.
( ) Show up on time to the event. Allow plenty of time for set up and equipment and media check.
( ) Make sure you have two copies of your talking points printed out.
( ) Call any special friends or writers to remind them.
After the lecture
( ) Send any thank-you notes to the venue and volunteers.
( ) Make sure to add your lecture to your resume.
PERFORMANCE CHECKLIST
Once you have secured a venue for your performance, make sure you understand the following: (print this out and check off the boxes)
(Choose the questions that are applicable to your project and the venue.)
( ) Name of Exhibition:
( ) Venue:
( ) Dates for the performance(s):
( ) Date and time of the opening reception:
( ) Who is the main contact person for the venue:
( ) When can you sign the contract:
( ) What is the honorarium or artist’s fee:
( ) Will you receive a share of the gate, and how much:
( ) Who pays for shipping, insurance, reception costs and invitations:
( ) What are the responsibilities of the venue or gallery:
( ) What are your responsibilities as the artist:
( ) Is there a floor plan for the space or stage? If so, where is it:
( ) What changes can you make to the performance area:
( ) And what can’t you change:
( ) When will you have access to the space:
( ) When are the rehearsal dates:
( ) What are the rehearsal procedures:
( ) Who installs the stage elements and sets lighting:
( ) Is there enough seating at the venue:
( ) Who designs and mails the announcement:
( ) Does the venue have an e-mailing list for announcements:
( ) If the gallery designs and mails announcement, what is the deadline for information from the artist:
( ) Who pays for the announcements and the mailing:
( ) What is the deadline for information needed for the press release and other publicity:
( ) Does the venue have an e-mailing list for announcements:
( ) How many invitations will you receive as the artist:
( ) What equipment and technical support is available:
( ) Is there back-up equipment:
( ) What tools are available on-site:
( ) Are there issues with electrical outlets and extension cord routes:
( ) Are there lighting issues, if so what:
( ) How many invitations will you receive as the artist?
( ) Who will document the event:
PERFORMANCE TIMELINE
3 months before the performance
( ) Sign agreement with exhibition venue detailing dates, commissions, and any relevant information listed above (also see contracts section)
( ) Write up a budget for your project.
( ) Make sure your mailing list is updated and ready to go.
( ) Do a layout of the installation of your performance elements and props, using a map if helpful.
( ) Plan any new work that needs to be made.
( ) Make sure you have a contract if possible.
( ) Photograph any performance out takes if possible.
( ) Send publicity to magazines. Check the press release for accurate information or write it yourself. Include a copy of the announcement if available. Images can be included, or make sure to state that images are available in 8x10 black and white, color transparencies, or digital.
Announcement Contents Checklist
( ) Title of performance.
( ) Dates of performance.
( ) Hours the performance will be open to the public.
( ) Venue and address, phone number, e-mail and Web site information.
( ) Directions if needed.
( ) Parking info if needed.
( ) Acknowledgments.
( ) If the space is wheelchair accessible, note this on the invite.
( ) List of artists in the performance, or your name.
( ) Be sure there is room for the label or address, and the stamp or nonprofit indicia.
6 weeks before the performance
( ) Design your announcements or work with a graphic designer.
Check all spelling and use the announcement checklist to make sure you have included all the necessary information. Be sure that the reader will understand the difference between when the show opens, and when the opening reception is.
( ) Get bids from printers.
( ) Print announcement.
( ) Recruit people to help with the performance: bartenders, parking attendants, ticket takers, prop managers, etc. if needed.
( ) Send a save-the-date invite to your e-mailing list.
( ) Distribute publicity (announcements, flyers etc.)
( ) Mail announcements if using bulk mail.
( ) Mail press releases to newspapers, weekly publications, reviewers and radio stations.
( ) Make a checklist of those things you need to do to finish the work.
3 weeks before the performance
( ) Make sure your performance props are ready to install.
( ) Go over any special requirements with the venue to make sure you are in agreement with the site management.
( ) Arrange for photographer or videographer to document the performance.
( ) Design and order any performance signage you will need.
( ) Assemble and mail press packets to special writers and publications. (see press section)
( ) Send press releases to broadcast media.
( ) Mail announcements if using first class mail.
2 weeks before the performance
( ) Make calls to calendar listings managers to make sure your event will be listed.
( ) Make phone calls to arts writers and invite them to the show or event.
( ) Assemble and mail press packets to special writers and publications. (see press section)
( ) Schedule final performance rehearsals.
( ) Create Facebook / Myspace Event invitation and invite your friends.
( ) Design and print any handouts, artist’s statements, programs etc.
( ) E-mail announcement to your e-mailing list. Be sure to put your e-mail addresses in the BCC area of your E-mail so your reader does not have to scroll through all those E-mail addresses to read your information and private E-mails are not made public
( ) If you send an image as an attachment or inclusion, make sure it is the smallest size (both in size and resolution), which you think you can get away with.
( ) Including the information in the e-mail, instead of requiring the reader to click a link, will ensure that they read it more often than having to go to a link.
1 week before the performance
( ) Make sure all supplementary materials are printed or in a binder. Resume, artist’s statement,
reviews, guest sign in sheets etc.
( ) Make sure the venue is ready for you to install and check the performance area.
( ) Install performance signage.
( ) Put together your comp list for the person who will take tickets at the door.
2 days before the performance
( ) Set or adjust lighting.
( ) Patch and paint any walls or surfaces.
( ) Set up guest book and supplementary information.
( ) Get your reception supplies that don’t require refrigeration.
( ) Test all equipment and do any rehearsals necessary.
( ) Take any clothes you plan to wear to the opening to the dry cleaners if necessary.
Opening day of the performance
( ) Check to make sure everything is installed and working.
( ) Show up on time to the final rehearsal or event.
( ) Call any special friends or writers to remind them.
( ) Buy any reception supplies requiring refrigeration. Don’t forget the ice.
During the performance
( ) Document the show with slides, video or digital images.
After the performance
( ) Send any thank-you notes to those who volunteered.
( ) Send letters to those who donated money or in-kind services to your event, including a 501(c)(3) letter if needed for a tax deduction.
( ) De-install the performance props, making sure that the space is returned to its original condition if required.
( ) Make sure your props are taken down in time for the next person to install.
SCREENING CHECKLIST
Once you have secured a venue for your screening, make sure you understand the following: (Print out and use the checkboxes)
(Choose the questions that are applicable to your project and the venue)
( ) Name of Screening:
( ) Venue:
( ) Dates and times for the Screening:
( ) Who is the main contact person for the venue:
( ) When can you sign the contract, or loan form:
( ) If work is sold, what is the commission for the venue:
( ) What is the honorarium or artist’s fee:
( ) Who pays for shipping, insurance, reception costs:
( ) What are the responsibilities of the venue or gallery:
( ) What are your responsibilities as the artist:
( ) Who pays for shipping, insurance, reception costs and invitations:
( ) Is there a floor plan for the space? If so where is it:
( ) When are the installation dates:
( ) What are the installation procedures:
( ) Who sets up the screening:
( ) What tools are available for screening:
( ) Who designs and mails the announcement:
( ) If the host venue designs and mails announcement, what is the deadline for information from the artist:
( ) Who pays for the announcements and the mailing:
( ) What is the deadline for information needed for the press release and other publicity:
( ) Does the venue have an e-mailing list for announcements:
( ) How many invitations will you receive as the artist:
( ) What equipment and technical support is available:
( ) Are there issues with electrical outlets and extension cord routes:
SCREENING TIMELINE
3 months before the screening
( ) Write up a budget for your project.
( ) Make sure your mailing list is updated and ready to go.
( ) Make sure you have a contract if possible.
( ) Photograph any screening out takes if possible.
( ) Send publicity to magazines.
( ) Check the press release for accurate information or write it yourself.
( ) Organize publicity packets and Include a copy of the announcement if available. Images can be included, or make sure to state that images are available in 8x10 black and white, color transparencies, or digital.
6 weeks before the screening
( ) Design your announcements or work with a graphic designer.
Check all spelling and use the announcement checklist to make sure you have included all the necessary information.
Be sure that the reader will understand the difference between when the show opens, and when the opening reception is.
( ) Get bids from printers.
( ) Print announcement.
Announcement Contents Checklist
( ) Title of screening.
( ) Dates of screening.
( ) Hours the screening will be open to the public.
( ) Venue and address, phone number, E-mail and Web site information.
( ) Directions if needed.
( ) Parking info if needed.
( ) Acknowledgments.
( ) If the space is wheelchair accessible, note this on the invite.
( ) Your name.
( ) Be sure there is room for the label or address, and the stamp or nonprofit indicia.
4 weeks before the screening
( ) Recruit people to help with the reception: bartenders, parking attendants, ticket takers, and gallery sitters, etc. if needed.
( ) Distribute publicity (announcements, flyers etc.).
( ) Mail announcements if using bulk mail.
( ) Mail press releases to newspapers, weekly publications, reviewers and radio stations.
( ) Make a checklist of those things you need to do to finish the work. (framing, installation hardware, painting walls in gallery, etc.).
( ) Send a save-the-date invite to your e-mailing list.
3 weeks before the screening
( ) Make sure your screening material is ready to install.
( ) Go over any special requirements with the venue to make sure you are in agreement with the site management.
( ) Design and order any screening signage you will need.
( ) Mail announcements if using first class mail.
( ) Send press releases to broadcast media.
( ) Assemble and mail press packets to special writers and publications. (see press section)
2 weeks before the screening
( ) Make calls to calendar listings managers to make sure your event will be listed.
( ) Create Facebook / Myspace Event invitation and invite your friends.
( ) Make phone calls to arts writers and invite them to the screening.
( ) Design and print any handouts, artist’s statements, programs etc.
( ) E-mail announcement to your e-mailing list. Be sure to put your e-mail addresses in the BCC area of your E-mail so your reader does not have to scroll through all those E-mail addresses to read your information and private E-mails are not made public
( ) If you send an image as an attachment or inclusion, make sure it is the smallest size (both in size and resolution), which you think you can get away with.
( ) Including the information in the e-mail, instead of requiring the reader to click a link, will ensure that they read it more often than having to go to a link.
1 week before the screening
( ) Make sure all supplementary materials are printed or in a binder. Resume, artist’s statement, reviews, guest sign in sheets etc.
( ) Make sure the venue is ready.
( ) Create a comp list for the person taking tickets at the door.
2 days before the screening
( ) Set or adjust lighting.
( ) Set up guest book and supplementary information.
( ) Get your reception supplies that don’t require refrigeration.
( ) Test all equipment and do any rehearsals necessary.
( ) Take any clothes you plan to wear to the opening to the dry cleaners if necessary.
Opening day of the screening
( ) Buy any reception supplies requiring refrigeration. Don’t forget the ice.
( ) Check to make sure everything is installed and working.
( ) Show up on time to the event.
( ) Call any special friends or writers to remind them.
After the screening
( ) Send any thank-you notes to those who volunteered.
( ) Send letters to those who donated money or in-kind services to your event, including a 501(c)(3) letter if needed for a tax deduction.
PRESS CHECKLIST
Important Points
Be sure your information is correct and gathered together a week before you need to send out the press information. Often it is helpful to have someone else look it over to make sure your project description and venue information is clear.
Have any images you are including ready for the release date. (see inclusion checklist below)
Press Timeline
3 months before the show or event
( ) Most magazines have a three-month publishing deadline. Make sure you call publications for their requirements. Make sure the venue has all your information about the project way ahead of time.
3 weeks before the show or event
( ) Most newspapers and weekly publications require a three-week event deadline.
1 week before the show or event
( ) Send out an invitation to your E-mailing list. Remind any reviewers via E-mail.
Press Release Contents Checklist
( ) Date for release of information. (i.e. for immediate release)
( ) Contact name, phone number and E-mail.
( ) Title of show or event.
( ) Dates of show or event.
( ) Hours the show or event will be open to the public.
( ) Date and time of an opening reception.
( ) Directions if needed.
( ) Parking info if needed.
( ) Acknowledgments.
( ) If the space is wheelchair accessible, note this on the press release.
( ) List of artists in the show, or your name.
( ) Keep releases a page long if possible.
( ) Make sure the opening line gives a brief synopsis of the show or event.
( ) Availability of photos or transparencies or digital files.
